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Audit Guidelines for KU Capital Improvement Projects
March 19, 2014
Capital Improvement Project Audit
Guidelines Manual
0
Audit Guidelines for KU Capital Improvement Projects
March 19, 2014
Capital Improvement Project Audit Guidelines Manual
Office of Design & Construction Management
The University of Kansas
Lawrence, Kansas
Bernadette Gray-Little
Chancellor
Jeffrey S. Vitter
Provost
Diane Goddard
Vice Provost for Administration & Finance
Barry Swanson
Associate Vice Provost for Operations
James E. Modig
Director, Office of Design & Construction Management
University Architect
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Audit Guidelines for KU Capital Improvement Projects
March 19, 2014
TABLE OF CONTENTS
Executive Summary
Process Outline
Construction Manager at Risk Projects
General Contractor Competitive Bid Projects
Architect & Contractor Requirements
DCM Project Manager Reconciliation
Audit Software Tool
Auditor Reconciliation
Bonds and Insurance
Reports
Appendix
1.
2.
3.
4.
5.
Sample Project Budget
Sample of Invoice Scanned to ImageNow
ImageNow Sample Search Terms
Pay Request Format Requirements
Frequently Asked Questions
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EXECUTIVE SUMMARY
The Office of Design & Construction Management (DCM) has been assigned by The University of Kansas
administration and the Kansas Secretary of Administration the responsibility for oversight of all design
and construction projects under management authority of the Lawrence campus.
In 2012, DCM began the process of developing and implementing a capital improvements project audit
process. This process was designed to focus efforts on the projects, or aspects of projects, with the
highest financial risks. The audit program will:
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Analyze labor, material, and rental costs
Reconcile project expenditures
Analyze bond and insurance expense
Verify that expenditures meet contractual requirements
Coordinate with DCM project managers to recoup expenditures
After studying alternatives, the decision was made to develop an internal audit process using software
currently in place at the university. The audit process will include the following:
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Project identification: Capital improvements projects over $1,000,000 will be audited. Projects
under $1,000,000 may be audited as needed.
Architect/Contractor Requirements: Architects and contractors will be required to submit all
requests for payment in a standard format developed by DCM. The standard contract formats
will be revised to include audit requirements.
Project Manager Reconciliation: DCM project managers, working with project architects, will
audit invoices, change orders, and requests for payment, checking for overcharges for labor and
material, charges for non-allowable costs and re-work.
ImageNow Software Tool: Using a process developed by KUIT, DCM auditors will utilize
ImageNow Software to scan submittals for overcharges, non-allowable costs, and double-billed
items in order to identify areas needing future investigation.
Auditor Reconciliation: DCM auditors will audit invoices, change orders, requests for payment,
and the project budget, checking for incorrect calculations, double billings, overcharges, and
charges for non-allowable costs.
Bonds and Insurance Review: Any amounts over 1% for bonds and 2% for insurance will be
referred to Lockton for review.
Reports: Monthly reports and project completion reports will be published that outline areas
that were investigated and savings generated for each project. A report of annual savings will be
submitted at the end of each fiscal year.
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Audit Guidelines for KU Capital Improvement Projects
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Capital Improvement Audit Program
Reconcile project
expenditures
Analyze labor,
material, and
rental costs
Analyze bond and
insurance
expense
Recoup/avoid
inappropriate
expenditures
Verify
expenditures
meet contractual
requirements
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Audit Guidelines for KU Capital Improvement Projects
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Capital Improvement Audit Process
Audit Project
Identification
• Based on project size/complexity
• Experience with architect/contractor
Submittal
Requirements
• Standard format required
• Standard numbering system
required
DCM Project
Manager
Reconciliation
• Overcharges
• Non-allowable costs
• Rework charges
ImageNow
Software Tool
• Scan submittals
• Identify areas to investigate
Auditor
Reconciliation
• Incorrect calculations
• Double billings
• Overcharges
• Non-allowable costs
Bonds and
Insurance
Review
• Lockton review
• Max 1% bonds
• Max 2% insurance
Reporting
• Monthly reports
• Annual report
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Audit Guidelines for KU Capital Improvement Projects
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PROCESS OUTLINE
Capital improvement projects are generally contracted as either a Construction Manager at Risk
(CM at Risk) or a General Contractor (GC) managed project.
Because of the different financial risks associated with the two processes, audits will be tailored
to the unique needs of each process.
Audit Process for CM at Risk (Guarantee Maximum Price) Projects:
Audit Process for General Contractor (competitive bid) Projects
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Audit Guidelines for KU Capital Improvement Projects
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Audit Process for General Contractor (GC) Projects:
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Audit Guidelines for KU Capital Improvement Projects
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PROJECT IDENTIFICATION
All contractors managing capital improvement projects will be notified as part of the standard
contract process that their project could be audited.
In order to maximize efficiency, audits will normally be performed on capital improvement
projects with a budget of at least $1,000,000. Projects with a budget of less than $1,000,000
may be chosen for audit based on the following criteria:
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Audit history of architect and/or contractor
DCM project manager or KU leadership concerns
Audit staff will be notified of new projects meeting the audit criteria by the DCM Deputy
Director at least 30 days prior to the anticipated audit kick-off meeting. Information to be given
to the auditor will include:
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Name of project
Name of DCM projector manager
Type of project (CM or GC)
Name of contractor and architect
Total project budget
Project number
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Audit Guidelines for KU Capital Improvement Projects
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DCM PROJECT MANAGER RECONCILIATION:
DCM project managers, working in conjunction with project architects, play a vital role in the
audit process. These individuals are KU’s capital improvement industry experts and are the first
to evaluate change order requests, requests for payment for re-work, allowance requests, and
to review standard requests for payment.
DCM project manager responsibilities:
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Attend a kickoff meeting with the DCM auditor to review the project contract, project
scope, and schedule of values. Describe unique contract requirements that could impact
an audit.
Coordinate a kickoff meeting with the general contractor, architect and/or construction
manager to introduce the auditor and review the audit process and requirements.
For Construction Manager at Risk projects, the DCM project manager will analyze
requests for payment, change orders, allowances, and items charged to the contingency
budget for:
 Appropriateness of charge based on project requirements
 Direct labor and materials quantity, quality and cost
 Equipment rental cost
 Contract compliance
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For General Contractor (Competitive Bid) projects, the DCM project manager will
analyze change orders, allowances, and items charged to the contingency budget for:
 Appropriateness of charge based on project requirements
 Direct labor and materials quantity, quality and cost
 Equipment rental cost
 Contract compliance
Prepare and maintain the project budget
Notify DCM auditor of concerns
Maintain a cost savings log due to project manager/architect actions
Submit the cost savings log to the auditor at the end of the project
Assist auditor in working with GC/CM as needed
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ImageNow AUDIT SOFTWARE TOOL
Using a process developed by KUIT, DCM auditors will utilize ImageNow Software to scan
submittals for overcharges, non-allowable costs, and double-billed items in order to identify
areas needing future investigation. DCM project managers and the auditor have been assigned
login ID’s to ImageNow.
Payment Process:
Payment requests will follow DCM’s current protocol. Requests will first be received by the
DCM project manager. After approval, the signed paperwork will be forwarded to the DCM
accounting staff responsible to input it into the KU accounting system. When KU accounts
payable staff route an invoice forward to AP-Complete, all invoices with AP Cost Center =
1518100 or AP Cost Center is greater than or equal to 9100000 will be sent to a AP-DCM Copy
queue where the system will automatically copy invoices with DCM cost centers into the DCM
workflow.
Access the DCM-Copied Invoices workflow queue:

Open the document by double-clicking on the row in the results grid. Rotate the pages as
necessary. Use the Next Page icon to page through the document.
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For each page that needs rotated:
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Rotate,
and Save Image Rotation to Server.
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When all pages have been rotated, Route Forward.
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This will submit the copied document to Content Server. Once the Content Server process is
complete, the document will be moved to the DCM-File Docs queue and will be available for use
via the DCM Construction Audit view. If the Content Server process fails, the document will be
routed to the DCM-Content Server Error queue and system administrators will be notified.
ImageNow Search Function:
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Documents copied to the DCM Construction Audit File are accessible to the DCM auditor
and project managers via the ImageNow CM Construction Audit View.
Standard terms have been pre-programmed and grouped into categories called “filers”.
On a monthly basis, the DCM auditor will run each filter for each active project by
selecting the filter, entering the project number and clicking “OK”.
Select the DCM Construction Audit view.
Select the appropriate Filter(s) and enter the Search criteria and click OK.
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
Double click to open a document in the results grid. Use the Content Search Results to select
the pages with search results. The search criteria will be highlighted in yellow. Right click on the
Rectangle Annotation icon and select Red Rectangle. Use your mouse to draw a Red Rectangle
around the highlighted content that needs to be researched. Select the Sticky Note Annotation
icon and drag onto the document. On the Sticky Note window, enter your message and Click
Ok. Click Close.
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
Select File, Send To E-mail (or use Ctrl M) to open the E-mail window. Select DCM Email Profile
as the Profile. Enter the E-mail address(es) here or enter the addresses on the Outlook email
that opens. Select the Pages to be sent. Use the Content Search Results to find the pages you
need. Click OK to send the email.
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
Your message will open in Outlook where you can type in the email body if you want to.
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In the ImageNow Viewer, select Workflow, Add to Workflow. On the Add to Workflow window,
Select DCM-Construction Audit from the dropdown and select the DCM-Pending Response
queue. Click Add.
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When the Project Manager receives the email and opens the attachment, they can see the Red
Rectangle annotations (but not the yellow highlights). The Sticky Note contents will be at the
end of the document.
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
The Project Manager can write their response directly in the email and return to the auditor
using the FORWARD function instead of using Reply. The attachment will not be returned when
using Reply and you will need it to find the correct document.
When the Auditor receives the response, go to the DCM-Pending Response workflow queue and locate
the document they are responding to. Open the document and locate the page. Double click on the
Sticky Note icon to open the Sticky Note content. Copy / Paste the response into the Sticky Note and
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click Add. Click Close. Route the document forward to remove it from the DCM-Pending Response
queue.
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Each item found during the search will be analyzed by the auditor.
Ad hoc searches will be conducted as needed.
Items of concern will be notated on the invoice and routed via ImageNow to the
appropriate DCM project manager.
After consultation with the DCM project manager, invoices will be emailed to the
appropriate architect or contractor for explanation.
The DCM auditor will notify, via email, the DCM project manager at the conclusion of
the investigation.
The DCM project manager will coordinate with DCM accounting and the vendor of the
item in question if either an item will not be paid or the amount due has changed.
The auditor will note the reason for the change, the date of the change, and the cost
savings on the auditor’s project cost savings log.
At the end of each month, the auditor will submit the cost savings log to the DCM
project manager, the assistant director of consultant services, and the director.
At the end of each quarter, the auditor will submit an audit report to the Provost’s
Office.
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AUDITOR RECONCILIATION
DCM auditors will audit invoices, change orders, requests for payment, and the project budget,
checking for incorrect calculations, double billings, overcharges, and charges for non-allowable
costs.
Auditor reconciliation responsibilities:
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For Construction Manager at Risk projects, on a monthly basis, the DCM auditor will
analyze requests for payment, change orders, allowances, and items charged to the
contingency budget. For General Contractor (Competitive Bid) projects, the DCM
project manager will analyze change orders, allowances, and items charged to the
contingency budget in order to:
o Determine that calculations are correct
o Determine that charges comply with contract requirements
 Items of concern will be notated on the corresponding invoice and routed via
ImageNow to the appropriate DCM project manager.
 After consultation with the DCM project manager, invoices will be emailed to the
appropriate architect or contractor for explanation.
 The DCM auditor will notify, via email, the DCM project manager at the conclusion
of the investigation.
 The DCM project manager will coordinate with DCM accounting and the vendor of
the item in question if either an item will not be paid or the amount due has
changed.
The DCM auditor will utilize ImageNow software to scan submittals. See ImageNow
section for details.
DCM Project Budget: On a monthly basis, the auditor will check all formulas and
calculations within the project budget and meet with the appropriate DCM project
manager to discuss any concerns.
Cost Savings Log: The auditor will maintain a log of cost savings resulting from audit
actions. At the end of each month, the auditor will submit the cost savings log to the
DCM project manager, the assistant director of consultant services, and the director.
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BONDS AND INSURANCE
Any amounts over 1% for bonds and 2% for insurance will be referred to Lockton for review and advice.
REPORTS
Four reports will be used to monitor and report on project expenses and audit results.
DCM Project Budget
DCM will continue to use the current project budget process to monitor projects. This budget will be
reviewed by the auditor on a monthly basis. Any errors found will be reported to the appropriate DCM
project manager.
Auditor’s Monthly Cost Savings Log
The auditor will maintain a log of cost savings resulting from audit actions. At the end of each month,
the auditor will submit the cost savings log to the DCM project manager, the assistant director of
consultant services, the director of business operations and the director of DCM.
DCM Project Manager’s Cost Savings Log
The DCM project manager will maintain a log of cost savings resulting from audit actions,. At the end of
the project, the project manager will submit the cost savings log to the auditor for inclusion in the
annual report.
Auditor’s Annual Report
The auditor will submit an annual savings report to the DCM Director at the end of each fiscal year. The
report will detail the savings, by project, which were a result of the actions of that year’s audits.
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APPENDIX
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Appendix 1 - Sample Project Budget
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Appendix 2 - Sample of Invoice Scanned to ImageNow
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Appendix 3 - ImageNow Sample Search Terms (This is not a complete list.)
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Travel
Commute
Vehicle
Auto
Car
Truck
Fuel
Gas
Gasoline
Mileage
Rental
Copy/copying
Fax
Entertainment
Meal
Lunch
Breakfast
Dinner
Change Order
Item’s number not equal to allowed item number
Misc
Miscellaneous
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Appendix 4 - Pay Request Format Requirements
CAPITAL IMPROVEMENT PROJECT AUDITS – PAY REQUEST FORMAT REQUIREMENTS
Contractors shall use the following pay request line item numbers and work description names
on the Schedule of Values for each project cost which is included in the scope of Work, without
deviation or modification, for consistent cost identification and to support KU’s project cost
audits.
For items not listed in the following table, Contractors shall use the 6-digit specification section
number from the project manual, or they shall use a standard CSI MasterFormat 6-digit identifier
as the item number, as approved by KU. Line item numbers on pay requests can be nonsequential, if a line item indicated below is not applicable to a particular project.
A - Item
Number
B – Description of Work
GC (Comp. Bid) or
CM At-Risk (GMP)
Construction Manager Expenses
001001
Management Personnel
CM
001002
Project Supervision Personnel
CM
001003
Cost Estimating Personnel
CM
001004
Administrative & Accounting Personnel
CM
001005
Project/Jobsite Office, Furnishings & Equipment
CM
001006
Telephone Equipment & Service Charges
CM
001007
Printing of Bid Packages
CM
001008
Shipping & Postage
CM
001009
Project-Related Travel
CM
001010
Project-Related Meals, Food & Drink
CM
001011
Project Management Website
CM
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A - Item
Number
B – Description of Work
GC (Comp. Bid) or
CM At-Risk (GMP)
001012
Building Information Modeling (BIM)
CM
001013
Record/As-Built Documents
CM
Contractor’s Fee / Overhead & Profit
002001
Construction Manager’s Fee
CM
002002
General Contractor’s Overhead & Profit
GC
Insurance & Bonds
003001
General Liability Insurance
GC & CM
003002
Builder’s Risk Property Insurance
GC & CM
003003
Performance Bond
GC & CM
003004
Public Works / Material & Labor Payment Bonds
GC & CM
Allowances
004001
Allowance #1 – brief description
GC & CM
004002
Allowance #2 – brief description
GC & CM
Change Orders
005001
Change Order #1
GC & CM
005002
Change Order #2
GC & CM
GMP Contingency
006001
Construction Manager’s GMP Contingency
CM
General Requirements & Temporary Provisions
015100
Temporary Utilities
GC & CM
015213
Jobsite / Project Office
GC & CM
015219
Temporary Toilets
GC & CM
015400
Hoisting & Cranes
GC & CM
015500
Temporary Roads & Parking
GC & CM
015616
Temporary Dust Barriers
GC & CM
015626
Construction Fencing & Gates
GC & CM
015629
Protective Walkways
GC & CM
015713
Erosion Control
GC & CM
015813
Jobsite Signs
GC & CM
017123
Field Layout & Surveying
GC & CM
017400
Dumpsters & Waste Management
GC & CM
017401
Jobsite Cleaning
GC & CM
017402
Pest Control
GC & CM
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A - Item
Number
B – Description of Work
GC (Comp. Bid) or
CM At-Risk (GMP)
017823
Operation & Maintenance Manuals
GC & CM
018000
Performance Mockups, Testing & Inspections
GC & CM
019100
Commissioning
GC & CM
Cost of the Work
02xxxx
Division 2 work
GC & CM
03xxxx
Division 3 work
GC & CM
xxxxxx
Other line items by the primary specification section
number, broken into material and labor where
applicable or as required by Architect/Engineer or
Owner
GC & CM
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Appendix 5 – Frequently Asked Questions
The following guidelines apply to all project expenses that were not competitively bid.
Q1: Can food and beverage expenses be charged to projects?
A1: Food and beverage purchases, paid with University funds, must follow KU policy in order to be
charged to and paid by a project. This expense should be budgeted as part of the construction
manager’s fee. The KU Hospitality Policy is located at:
http://www.policy.ku.edu/comptroller/hospitality-policy.
Q2: What food and beverage expenses are allowable?
A2: This expense should be budgeted as part of the construction manager’s fee. Refer to the policy
referenced in Q1. Food/beverages supporting official business (workshop, training session)
 As evidenced by a formal program agenda, statement of purpose, listing of participants;
 Food/beverages must serve as an essential ingredient for success, not merely a hospitality
enhancement;
 Provision of food/beverages must serve a clear University of Kansas business purpose.
Food/beverages supported by collected event fees (typically within a conference registration fee,
banquet fee, etc.)
 As evidenced by a formal program/agenda, statement of purpose, listing of participants.
Q3: What food and beverage expenses are not allowable?
A3: Refer to the policy referenced in Q1. Food/beverage provided in a largely social setting, such as
receptions, parties, gatherings which do not serve a clear official business purpose.
Food/beverages provided as incidental to normal meetings, typically involving predominantly
employees (staff meetings, committee meetings, etc.) on which the success of the meeting does not
depend on food/beverages being served. Therefore, the costs of food or beverage should not be
borne by state funds.
 Example: Staff meetings throughout the business day (e.g., a staff meeting that lasts 1-2 hours
& occurs during the morning or afternoon). (Note: In comparison to a meeting over the meal
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hour, food or beverage for this type of meeting is a “nice to have” but not a necessity in order
to have a successful meeting.)
Q4: What are examples of allowable food and beverage costs that can be charged to a project?
A4: This expense should be budgeted as part of the construction manager’s fee. Refer to the policy
referenced in Q1. Below are two examples of allowable expenses. Contact KU if you have any
questions concerning if an expense is allowable.
 All-day or half-day workshops or training sessions
 Staff meetings scheduled over a meal hour due to limited schedule availability. (Note: Business
purpose is justified in that the meeting would not have occurred if staff were not provided the
opportunity to eat lunch and not all staff have the ability to bring a sack lunch).
Q5: May employee transportation expenses, from home to work and back home, be charged as a
project expense?
A5: Employee transportation expenses may be charged to a project in a manner consistent with the
construction manager’s corporate policies. This expense should be budgeted as part of the construction
manager’s fee.
Q6: May expenses for vehicles provided to employees be charged as a project expense?
A6: Construction managers may cover vehicle/transportation expenses for project employees in a
manner consistent with the construction manager’s corporate policies. This expense should be
budgeted as part of the construction manager’s fee. Construction equipment stationed at the job site
should be budgeted as a general conditions expense.
Q7: May employee mileage and or vehicle expenses be reimbursed for trips to/from the project
location and the company’s offices?
A7: Mileage and/or vehicle expenses may be charged for trips whose purpose is 100% tied to the KU
project being charged. These expenses should be budgeted as part of the construction manager’s fee.
Q8: May project funds be spent to place non-KU logos on items?
A8: In general, project funds may not be spent to place a non-KU logo on any item. It is recommended
that you check with the KU project manager or auditor prior to spending project funds to place a non-KU
logo on any item.
a. Safety Equipment, including vests and hard hats – No
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b. Marketing materials, such as pens, paper pads, etc. – No
c. Signage on trailers, fencing, or vehicles – No
d. Official KU project signage that includes the names of the A/E, CM, KU and client group - Yes
Q9: May employee vacation, holiday, sick days, etc. be charged to a project?
A9: In accordance with the signed contract, employee benefits may be charged to a project. The cost of
these benefits should be included in the hourly rate charged per employee/job classification. Only actual
hours worked should be charged to a project.
Q10: May late charges from subcontractors or suppliers be passed on to KU?
A10: No
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